Mass Delete Records Across Modules
Season's greetings to our coding enthusiasts!
Let us code our way into the festive spirit with another insightful post in our Kaizen series!
In this post, we will explore the process of creating a custom button using functions on the records' detail page. This enables the deletion of all associated child records when the current record is deleted. To fulfill this requirement, we will leverage APIs like COQL API, Records API, and Mass Delete API.
Currently, Zoho CRM provides the delete action exclusively for a specific related list modules when the parent record is deleted. Here are the specifics of ZOHO CRM's default support for deleting related list modules:
Record Module | Related List Module |
Leads | Activities, Visits and Email Drafts |
| Contacts | Activities, Visits, Appointments and Email Drafts |
Accounts | Activities, Contacts, Deals, Quotes, Sales Orders, Invoices, Cases, Appointments and Email Drafts |
Deals | Activities, Cases, Competitors and Email Drafts |
Campaigns | Activities, Email Drafts and Child Campaigns |
Cases | Activities and Email Drafts |
Products | Activities, Solutions, Cases and Email Drafts |
Vendors | Activities and Email Drafts |
Quotes | Activities and Email Drafts |
Sales Orders | Activities and Email Drafts |
Purchase Orders | Activities and Email Drafts |
Invoices | Activities and Email Drafts |
Services | Appointments and Email Drafts |
Custom | Activities and Email Drafts |
Perform Mass Delete Across Modules
Assume that you are the Manager of Zylker, an educational institution utilizing ZOHO CRM for customer relationship management. You have implemented custom modules, namely Training Program and Participants in your organization.
Now, you aim to streamline record management by creating a custom button on the Training Program module's records detail page. On triggering, this button should delete all associated participants of a specific program along with the program itself.
Let us guide you through the step-by-step process of fulfilling this requirement using ZOHO CRM functions.
Prerequisites
Achieving this requirement is versatile, applicable to both records with a single child module as well as records with multiple child modules.
A lookup field serves to establish a connection between two modules, designating the module where the lookup field is employed as the child module. The module that the lookup field points to is referred to as the parent module.
To keep it simple, let us consider Participants as the child module with a lookup relationship to the Training Program parent module.
The knowledge of COQL, Records and Mass Delete Records APIs, Deluge Script and ZOHO CRM Functions ensure effective execution of our outlined process.
Creating a Custom Button
Step 1: Begin by navigating to Setup > Customization > Modules and Fields > Training Program > Links and Buttons > New Button within your ZOHO CRM interface.
Step 2: Provide a name and description for the button. Next, select the Details Page as the designated location for the button from the drop-down menu.
Refer to this document to learn more on creating and using custom buttons.
Step 3: Configure the button's action by selecting Writing Function from the menu.
Step 4: Fill in the basic details for creating a new function.
Step 5: After clicking the create button, you will be directed to an editor interface, as depicted in this image.
You have to code your function logic in this editor and click the Save button on the top right corner.
For the scenario discussed, we have attached the function code in a zip file with this post. Download and explore the code to gain hands-on experience in this use case.
Step 6: Next, you will be redirected to the Links and Buttons page, where you need to configure the visibility of the button based on profiles. Afterward, click on the Save button to confirm your settings.
Flow of the function
The function should initially make a COQL API call to retrieve the participant records that correspond to the record ID of the training program from which the button is triggered. This API can fetch up to 2000 related child records in a single API call.
queryMap = Map(); queryMap.put("select_query","select id from Participants where Training_Program =" + id + "Limit 2000"); response = invokeurl [ type :POST parameters:queryMap.toString() connection:"crm_oauth_connection" ]; |
Here, connections are used to make ZOHO CRM API calls. To get the current record ID, you have to configure it in function arguments.
Click Edit Arguments from the top of the page and associate the Training Program ID as shown in this image.
Before proceeding to the next step, it's crucial to be aware of the following constraints associated with the APIs:
- COQL API: It can retrieve a maximum of 2000 records per API call.
- Delete Records API: It has the capability to delete up to 100 records in a single API call.
- Mass Delete Records API: By utilizing record IDs, it can delete a maximum of 500 records per API call.
Given these constraints, the following logic has been devised to address our specified requirement:
---> If the participant count is 0, the system should proceed to delete the current record exclusively.
---> Incases where the record count is below 100, the Delete Record API must be employed to eliminate records from the Participants module.
---> If the participant count exceeds 100, the Mass Delete Records API should be used for deleting records within the child module. For scenarios where more than 500 records need deletion, it is necessary to execute this in a loop for four iterations with each deleting 500 records.
Let us execute this logic in Deluge script,
if(!isNull(response)) { response = response.toMap(); count = response.getJSON("info").get("count").toNumber(); has_more = response.getJSON("info").get("more_records"); id_list = List(); itr_list = {0,1,2,3}; response = response.getJSON("data"); result = List(); if(count > 0) { for each item in response { id_list.add(item.getJSON("id")); } if(count > 100) { end = 0; start = 0; for each itr in itr_list { if(count / 500 - itr > 0) { idMap = Map(); if(count - end > 500) { end = end + 500; } else { end = count; } idMap.put("ids",id_list.subList(start,end)); response = invokeurl [ type :POST parameters:idMap.toString() connection:"crm_oauth_connection" ]; start = end; } } } else { response = invokeurl [ url :"https://www.zohoapis.com/crm/v6/Participants?ids=" + id_list type :DELETE connection:"crm_oauth_connection" ]; } } } |
Now, let us address the scenario of a training program with over 2000 participants. Following the logic outlined above, our custom button will handle the deletion of only 2000 records.
To manage this, after successfully deleting the initial 2000 records, the record from the Training Program module should not be deleted. Here, we have to configure a pop-up message signaling that additional records require deletion. To proceed, users must click the same button to eliminate the remaining records along with the current one.
After deleting all records from the child modules, the custom button will proceed to remove the current Training Program record, as shown in the following Deluge code.
if(isNull(response) || !has_more) { response = invokeurl [ type :DELETE connection:"crm_oauth_connection" ]; return "Deleted Successfully"; } return "Over 2000 related records were detected. Click 'Cascade Delete' again to delete the remaining and this training program. "; |
Let us now check our custom button from the details page of the Training Programs module.
To prevent additional clicks for deleting the remaining records, we will circle back to you on next Friday with a solution that incorporates the looping mechanism.
We have also brought you a wave of innovation and enhanced features in our V6 APIs. Take a look at them and empower your coding journey with us.
If you have any queries, feel free to drop them in the comments section below or reach out to us directly at support@zohocrm.com. We eagerly await your thoughts and feedback on this!
Cheers to a productive and joyful season!
Additional Reading |
Custom Buttons: Creating and using custom buttons |
ZOHO CRM Functions: An Overview and setting up functions |
Deluge Script: Introduction to Deluge |
Connections: Working with connections |
Kaizen #80: Types of queries and when to use them |
Kaizen #81: Supported field types in COQL with examples |
Records API: Delete Records |
Mass Action: Mass Delete Records API |
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Kiruthiga G
Sticky Posts
Kaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Kaizen #198: Using Client Script for Custom Validation in Blueprint
Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Celebrating 200 posts of Kaizen! Share your ideas for the milestone post
Hello Developers, We launched the Kaizen series in 2019 to share helpful content to support your Zoho CRM development journey. Staying true to its spirit—Kaizen Series: Continuous Improvement for Developer Experience—we've shared everything from FAQsKaizen #193: Creating different fields in Zoho CRM through API
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! Commands
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Kaizen# 204 - Answering Your Questions | Perform Field Updates before Blueprint transition via Client Script
Hello everyone! Welcome back to another exciting Kaizen post. One of the questions we received through your Kaizen feedback was: “How can I update fields before Blueprint transition and how to prevent a transition based on a condition using Client Script?”Create online meetings for Booking Pages with Zoho Meetings and Zoom
Greetings, We hope you're all doing well. We're excited to share some recent enhancements to Bigin's Booking Pages. As you know, Booking Pages let you create public pages to share your availability so that your customers can easily book time slots withFilters in audit logs
Greetings, I hope all of you are doing well. We're happy to announce a few recent enhancements we've made to Bigin. We'll go over each one in detail. Previously, there were no filters available to narrow down data in audit logs. Now, we've introducedEnhanced help options in Bigin
Greetings, We're excited to introduce a new enhancement to Bigin's Help section: a comprehensive Help Options panel that brings together all your support resources in a single, well-organized space. Previously, the Need Help? menu provided only a limitedZoho FSM API Developer Needed
Hi, I’m looking for a developer with experience using Zoho FSM APIs. Scope: Connect WordPress website booking form to Zoho FSM Check availability (date, time, region) Create Work Orders + Service Appointments automatically Notify both customer and schedulerRevenue Management: #4 What if there are uncertainties in project or service delivery?
Our previous post taught us how Zoho Billing makes life easy for businesses with its automated revenue recognition rule. However, certain businesses have more challenges that an automated system cannot handle, and there are certain situations where automatedThis mobile number has been marked spam. Please contact support-as@zohocorp.com
Bom dia, estou tentando colocar o número 11 94287-6695 e esta com erro "This mobile number has been marked spam. Please contact support-as@zohocorp.com" pode me ajudar, por favor?Feature Request: Ability to Set a Custom List View as Default for All Users
Dear Zoho CRM Support Team, We would like to request a new feature in Zoho CRM regarding List Views. Currently, each user has to manually select or favorite a custom list view in order to make it their default. However, as administrators, we would likeItems Serial Tracking Issue
We enabled Zoho Items inventory tracking then disabled it after some time now we want to enable it again When I check the missing serial number reports I see one item But I cant see any option to Add the serial numbers Where and how to add the serialComposite Services and Account Tracking
I am looking to garner support/request the ability to make composite services. A quick search in the forums brings up multiple requests for this feature. I fail to see why an item is mandatory while services are optional. I also would like to see theZoho Payroll integration with Zoho Books - unable to match multiple bank feeds to one wage payment
For one employee's wage, I make two partial payments. Those bank feed transactions come into Zoho Books via bank integration. I make one pay-run for the month in Zoho Payroll and that comes into Zoho Books via the Zoho integration. Zoho Books doesn't let me match multiple bank feed transactions against a single wage item. Please fix urgently. I can't complete my books because of this.Add Checkbox Selection & Bulk Actions to Delivery Challans Module
Hi Zoho Team, I’ve noticed that in the Sales Orders module, there are checkboxes beside each entry that allow users to select multiple records for bulk actions such as print, email, or delete. However, in the Delivery Challans module, this option appearsCan't be able to check-in in laptop
even after giving location access still i can't be able to check-in in laptop.Compensation Cess on Coal ₹400 per tonne. ?????
The compensation cess rate varies by the type of product. And the cess is calculated based on the value of the product without GST. Coal, for example, comes with a cess of ₹400 per tonne. That means that if you sell 2 tonnes of coal that have a value7 month over zoho book purchase but still not immpliments Golive
7 month over zoho book purchase but still not immpliments Golive one problems zoho team short out then other problems come still very poor mangments and immliments team . struggling with the templates in ZOHO Books. Especially with the placement of someAverage Costing / Weighted Average Costing
Hello fellow maadirs. I understand Zoho Books uses FIFO method of dealing with inventory costing, but do you guys have any plans to introduce average costing? We indians need average costing. It's part of our culture. Please. I beg thee. Thanks.SMS to customers from within Bigin
Hi All, Is there anyone else crying out for Bigin SMS capability to send an SMS to customers directly from the Bigin interface? We have inbuilt telephony already with call recordings which works well. What's lacking is the ability to send and receiveHow to update/remove file in zoho creator widgets using javascript API
Hi Team, I have developed a widget which allows inserting and updating records I have file upload field with multiple file upload. Now while doing insert form record, I am using uploadFile API to upload files for that record. I am using updateRecord APIParent & Member Accounts (batch updating / inheritance)
Hello, I find the Parent Account functionality very useful for creating custom views and reports, but was wondering if I can also carry out batch editing on all members (aka children) of a Parent Account at the same time. Alternatively, can I set members to automatically inherit the values of the parent? For example: We have a chain of supermarkets that buy our products. These supermarkets are all members of a Parent Account in our CRM. We release a new product and all of the member stores wish toEdit Legend of Chart
I would like to edit the legend of the chart. Every time I enable the legend, I get a very unhelpful (1), and when I try to type to change to what I would desire, nothing happens, which is very frustrating. I've gone through your online tutorials and nowhere can I find a legend settings button. This seems a simple fix, where can edit the legend? Thanks.Extended timeouts for APIs beyond 40secs for to accomodate LLMs
A 40 second max response time for API calls is fine when connecting to most services, however is unsuitable when dealing with LLMs (ChatGPT/Claude/Gemini) where the response timing is very uncertain. Is there any way to increase this? It would be greatDeletion of Zoho Account
To whom it may concern, Good day, My account has been created incorrectly in Zoho and I am not able to join my Company's Zoho account - attached screenshot for your kind reference Alphatronmarine - Portal Kindly advise procedure to delete this currentWorkflow for deposit to bank account
Hello, Is it possible to make a workflow when a deposit is made to your bank account which is coupled to Zoho books? I want Zoho to sent an email each time a deposit is made to our bank account via a workflow. Regards, StevenMarking Retainer invoice paid through Deluge
Hey Everyone, We have a scenario where we are collecting deposit payments on our website. Now, in zoho books, we need to create a retainer invoice and mark it as paid automatically using deluge just like we can mark normal invoices as paid. I have triedExport Invoices to XML file
Namaste! ZOHO suite of Apps is awesome and we as Partner, would like to use and implement the app´s from the Financial suite like ZOHO Invoice, but, in Portugal, we can only use certified Invoice Software and for this reason, we need to develop/customize on top of ZOHO Invoice to create an XML file with specific information and after this, go to the government and certified the software. As soon as we have for example, ZOHO CRM integrated with ZOHO Invoice up and running, our business opportunitiesCreate a new record in custom module vi custom button
I have zoho books premium plan . I have 2 custom modules in zoho books. 1. Goods Receipt 2. Delivery Order, I need to select multiple records from Goods Receipt and create a new Delivery order from these multiple records. (like multilple sales order intoProfile date settings
At present I have "EEE, MMMM dd, yyyy" but this takes an exessive amount of column space, we should be able to input our own format. I would like to use "EEE, MMM dd, yy" - a much shorter version of the above but with the same abbreviated info, requiringDelivery Method Field in Sales Order Module
In Books and in Sales orders, the "Delivery Method" field seems to allow for anything to be entered and it seems to store those entries for future use. When you chose to convert a sales order to a purchase order, the related field is now called "ShipmentEditing / Removing stages for pipeline
Hello, I'm trying to create a new pipeline. I created a new stage and made an error when entering the probability. How can I edit fields in stages that I created? Can I delete these stages from "Add Stages" list?Dynamically Filter User Lookup in CRM Subform
We have a subform called Pricing Calculator in the Zoho CRM Opportunity module and need some assistance. Current Setup: First column: Picklist (Level) Second column: User Lookup field When a Level is selected, we want the User lookup to display only userschange time zone
can't seem to figure out how to change the time zone of the projectBigin iOS app update: Built-in telephony and RingCentral support
Hello everyone! We are excited to introduce Built-In Telephony and RingCentral support in the latest iOS version(v1.11.13) of the Bigin mobile app. Once the integration is completed on the Bigin desktop site(bigin.zoho.com), you can choose the Built-InAdd Image or Update Image API - for Items Module
I am trying to add new Items to Zoho Inventory from Zoho Creator. I achieved this using Zoho Inventory Create Item API, but how to add or update the item image from Zoho Creator to Zoho Inventory Item Module?Introducing Booking Pages—a topping for your Calendar Scheduling needs!
Greetings, We're here with a new topping for Bigin! Let's dive into the details. What does this topping do? Scheduling appointments with customers is one of the most common challenges small businesses face on a daily basis, as it often involves frequentDebugging `try` blocks : Tip
I find it annoying that if one line inside a `try` block has an error, the Deluge arser points the beginning of the block to the location of the error. BUT, if you temporarily comment out the initial `try {`  The parser goes through the whole block and[Product Update] TimeSheets module is now renamed as Time Logs in Zoho Projects.
Dear Zoho Analytics customers, As part of the ongoing enhancements in Zoho Projects, the Timesheets module has been renamed to Time Logs. However, the module name will continue to be displayed as Timesheets in Zoho Analytics until the relevant APIs areUse approval workflow comments in record scripts
Greetings, i'm running an approval workflow for my records, during approval/rejection there is a step where comments are entered. i want to add there comments to the record and to use them in various deluge scripts like sending emails and so on. howZOHO Store
Not able to make a payment We are using Zoho One, and we are from India. The payment currency, which shows for us, is in USD. But the system says we can choose Country/Region India if it shows INR only. Attaching screenshots for more info.Support Migration into Aliases in Zoho Mail
Hello Zoho Mail Team, How are you? We are in the process of migrating some of our users from Google Workspace (Gmail and Google Drive) to Zoho. During this process, we noticed that Zoho Mail currently only supports migration into a primary mailbox andAPI for Z Workdrive Flow Make-Integromat ?
We are zoho workdrive fans Also we would like to have an api to work with Zoho Flow or with Make better known by its old name INTEGROMAT Is it planned and when? 3 months -6 months or more?Next Page